Overview
Administrative Assistant/Receptionist Jobs in Miami, FL at Advanced Therapy Inc
Department
CITY MANAGER
Location
MUNICIPAL BUILDING – CITY HALL
Position Type
FT Employee
Salary
$17.60
Date
2025.03.28
Description
CLOSING DATE: APRIL 7, 2025
MINIMUM REQUIRED QUALIFICATIONS
High School Diploma or equivalent, (GED).
Six (6) years of experience in a progressively responsible administrative support position.
Keyboarding speed at least 45 wpm. (Must be submitted with application).
Must pass computer proficiency test upon application for position.
Valid driver’s license (state of residence). Must meet City’s insurability requirements.
Willingness and ability to work scheduled and emergency overtime, attend meetings, conferences, seminars, and City-sponsored functions during work and non-work hours, some of which may require traveling out of town.
Other Conditions:
Must pass a background check.
New Mexico Notary Public Commission or ability to obtain within six (6) months of hire.
PREFERRED QUALIFICATIONS
Completion from an accredited college or university in a two (2) year Administrative Assistant or Secretarial Science program or closely related field.
SUMMARY DESCRIPTION
Under the direct supervision of assigned supervisory or management staff, performs a wide variety of general or specialized office support, clerical, secretarial, and routine administrative and programmatic work in support of assigned department, division, or function; exercising judgment and initiative, relieves assigned staff of clearly defined and delegated administrative or technical detail; sorts, logs, and maintains a variety of files and records; and assists citizens and the general public and provides information related to specific area of assignment.
REPRESENTATIVE DUTIES:
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
Organizes and coordinates work activities; recommends improvements in work flow, procedures, and use of equipment and forms; implements improvements as approved; develops and revises office forms and report formats as required.
Performs a wide variety of responsible administrative and office support duties for assigned staff; relieves supervisor of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
Assists the other City staff, the general public, and outside groups and agencies by providing information related to specific program area of assignment; receives office and telephone callers; responds to complaints and requests for information relating to assigned responsibilities; explains programs, policies, and activities; supplies information concerning fees, permits, legal requirements, procedures, and services provided by City departments; refers callers to appropriate City staff for further assistance as needed.
Maintains accurate and up-to-date files and records for assigned areas; develops and monitors various logs, and files for current and accurate information; develops, organizes, and maintains filing systems.
Participates in the collection and compilation of information from various sources on a variety of topics related to assigned programs; participates in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.
Provides support in payroll activities and to payroll functions.
Assists with budget, expense management, special projects and events of the department.
Makes appointments and maintains calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public and outside agencies; organizes meetings by notifying participants, making room arrangements, and preparing required informational materials; makes travel arrangements as necessary.
Types, word processes, and proofreads a variety of documents and forms including general correspondence, reports, and memoranda from rough draft or verbal instruction; disseminates information as appropriate.
Compiles, prepares, and enters data into a computer from various sources including statistical reports, and related documents; inputs corrections and updates; verifies data for accuracy and completeness.
Processes mail including receiving, sorting, and distributing incoming and outgoing correspondence.
Operates a variety of office equipment including a, switchboard, copier, facsimile machine, adding machine, and computer.
Utilizes various computer applications and software packages; inputs, retrieves, and references various computer data management systems; develops, enters data, maintains, and generates reports from a database or network system; designs, maintains, and utilizes data to develop reports using spreadsheet software and/or report writer systems; creates, formats, and revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing software; scans documents into document management system.
Maintains and operates office equipment and facilities; requests and follows up on building maintenance and custodial services; maintains office supplies and inventories; order supplies as needed.
As assigned, arranges and attends committee and staff meetings; takes, transcribes, and assures proper distribution of minutes as needed.
Performs related duties as required.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
Modern office procedures, methods and equipment including computers. Computer applications such as word processing, spreadsheet, and database applications. Methods and techniques of proper phone etiquette. Mathematical principles. Basic business letter writing and the standard format for typed materials. Methods and techniques for basic report preparation and writing. Principles and procedures of record keeping and filing. English usage, spelling, grammar and punctuation. Depending on assignment, knowledge of accounting, clerical, construction, legal, and computer terminology may be required. Administrative procedures affecting inventory, purchasing, accounting and personnel/payroll transactions.
Ability to:
Understand the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities. Understand, interpret, and apply general administrative and departmental policies and procedures. Perform a variety of office support and clerical duties and activities of a general and specialized nature for an assigned office. Work under steady pressure with frequent interruptions and public contact by phone or in person. Exercise good judgment in maintaining information, records, and reports. Read, understand, and review documents for accuracy and relevant information. Use applicable office terminology, forms, documents, and procedures in the course of the work. Use sound judgment in following and applying appropriate laws, regulations, policies, and procedures. Compose correspondence or documents. Meet critical deadlines. Deal successfully with the public, in person and over the telephone. Courteously respond to community issues, concerns, and needs. Understand and follow instructions. Operate and use modern office equipment including a computer and various software packages. Type and enter data at a speed necessary for successful job performance. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work.
Exempt : No
Type : FT Employee
Department : CITY MANAGER
Location : 17
Title: Administrative Assistant/Receptionist
Company: Advanced Therapy Inc
Location: Miami, FL
